Running successful team meetings requires a lot of planning to ensure you achieve your outlined objectives. At Edgbaston, we pride ourselves on outstanding service and our passion is to deliver tailored events and a memorable experience for our customers. We have great experience in running and organising meetings and in this article we highlight our top 8 tips to running successful off-site team meetings.
1. Get out of the office
Controversial perhaps, but holding your meetings in the same room, on the same table just adds to the drudgery. The temptation is always there to locate the off-site at work, but finding a neutral territory, free from distractions so everyone can really focus and plan, can make the difference between an off-site that feels like just a long day at work and one which people remember for years to come. Edgbaston Stadium is a unique and iconic venue and provides an exquisite backdrop with suites that offer natural daylight and stunning views overlooking the iconic pitch. The stadium is the perfect location to allow productivity and creativeness to flow throughout the event.
The stadium is the perfect location to allow productivity and creativeness to flow throughout the event.
2. Never hold meetings without an agenda
Every meeting should have a leader, and that leader should be guided by a tight agenda. Once you have your agenda, make sure you send it to all attendees in advance and offer them the chance to make comment/additions, that way, there won’t be any curveballs thrown your way during the meeting. Create an agenda that lists all the pertinent issues that will be covered and the amount of time allowed for each.
3. Prep your tech
If you’ve ever been a part of a meeting where it took 15 minutes at the start just to get the microphones or video streaming set up correctly, you know that it feels like a complete waste of time. Make sure you take time to understand the technology you’re using – our staff are on hand to assist with any issues you may have.
Edgbaston is fully equipped with all the latest cutting edge AV technology from our recommended suppliers which will bring your meeting to life. We will work with you to ensure all technology is set-up correctly ensuring that your event runs as smoothly as possible. To add extra personalisation, you can utilise and brand Edgbaston’s pitch-side score-boards and stadium TVs. Our facilities are superbly equipped, complete with complimentary robust Wi-Fi, to provide an unforgettable atmosphere.
To add extra personalisation, you can utilise and brand Edgbaston’s pitch-side score-boards and stadium TVs.
4. Set-up the meeting room to your benefit
As the facilitator or chair of your meeting, all eyes should be on you. Arrange the seating so that all the participants are facing you and whatever whiteboards or screens you’ll use. Edgbaston offers an array of meeting spaces with floor to ceiling windows offering plenty of natural daylight and we are here to make sure your event is a success. Our dedicated events staff will work with you to ensure the room set-up is exactly what you require – we can set each room up as a theatre style, boardroom, cabaret, dinner and u-shape, to ensure the meeting room is arranged to your benefit.
5. Invite the necessary people and allow time for chitchat at the beginning
Don’t invite more people than you need to accomplish the purpose, but don’t forget essential players either. Look at the meeting’s purpose and write out who the decision-makers are and get them there. Allow time for chitchat at the beginning as one of the benefits of a meeting is team building. Edgbaston offers world-class meeting facilities which provide stunning views of the pitch and Birmingham skyline. It simply is the perfect venue to impress all attendees from the moment they arrive to one of the best International cricket stadiums in the world.
Edgbaston offers world-class meeting facilities which provide stunning views of the pitch and Birmingham skyline.
6. Start on time and keep to a schedule
This sounds obvious, but waiting for latecomers, or being late yourself, wastes the time of those who did show up promptly. Identify and communicate your purpose at the start of the meeting to ensure everyone knows what is expected throughout the meeting. Keep to a schedule which you can enforce by using a timer.
7. Schedule breaks
Look to schedule a few breaks so people can check their email and phones. Edgbaston offers a number of break-out rooms ideal for this and ensures that guests get the most out of their day. People can easily get distracted by feeling they’ve been out of touch for too long so having breaks will allow delegates to be concentrated and motivated throughout every session. Again, Edgbaston’s facilities and the iconic pitch will allow delegates to easily engage in communication and can help improve and develop relationships.
8. Follow up is what helps a company harvest the value from meetings
What key insights did the meeting produce? What was decided? Who will take what steps? To make meetings meaningful they must impact later behaviour and investments that your company makes. Otherwise, why did you call the meeting in the first place?
